Referral Coordinator

Angel Kids Pediatrics; Jacksonville (FL); On-site; USD 36,000 - 48,000; Full time

Job summary

Angel Kids Pediatrics in Jacksonville, FL seeks a Referral Coordinator to support referrals across multiple locations. You will handle inbound calls from parents and facilities, process referrals, obtain authorizations, and ensure timely, accurate documentation.

The role emphasizes clear communication, attention to detail, and teamwork in a fast-paced pediatric clinic. Full-time, Monday to Friday 8–5, on-site, with a patient-centered approach and commitment to equity and inclusion.

Qualifications

• Excellent written and oral communication skills.
• Versatility and ability to adapt to changing priorities.
• Acute attention to detail and strong organizational skills.
• Ability to manage priorities and workflow in a fast-paced clinic.
• Professional appearance and demeanor.

Responsibilities

• Answer phone calls from parents regarding referrals and provide information when possible.
• Answer calls from other facilities about referral requests and outline next steps.
• Ensure referrals requested by providers are processed accurately and timely.
• Obtain authorizations from insurance companies and file additional forms as needed.
• Obtain and attach required forms for specific referrals (sleep study, concussion clinic).
• Send referrals via fax and collect confirmation sheets.
• Distribute incoming faxes to appropriate team members.
• Contact specialists to obtain insurance acceptance and availability for referrals.
• File referrals in an organized system for easy retrieval.
• Log processed referrals and maintain a daily count.
• Respond to messages from OP and patient portal.
• Check voicemails on multiple boxes and respond accordingly.

Skills

Excellent communication

Organizational skills

Attention to detail

Multitasking

Customer service

Bilingual (nice to have)

Education

High school diploma/GED

MOA Certificate

Insurance Verification knowledge

Job description

Job Description: Referral Coordinator

Reports to: Chief Quality and Compliance Officer

Summary: As the largest pediatric clinic in Jacksonville, serving 10 locations with nearly 45,000 patients, Angel Kids Pediatrics believes that caring for children is a continual process, and should not limited to just doctor office visits during regular business hours. We believe that by providing excellent medical care in a family and community-based environment that we can grow healthy children who will become healthy adults. We uphold the highest standards of a patient-centered medical home that provides quality, personalized and effective medical care as if each family was part of our own Equity, innovation, and inclusion guide our growth and strategy. We are looking for individuals who are passionate about, and committed to leading efforts to provide culturally relevant care, reducing health disparities, and helping build a diverse and inclusive team environment.

DUTIES AND RESPONSIBILITIES

• Answer phone calls from parents regarding referrals and providing them with any specialist or referral information if possible. Some calls may need to be directed to other departments or the clinical office.
• Answer phone calls from other healthcare facilities regarding any referral requests and advising them as to what steps need to be taken in order to get that request fulfilled.
• Ensuring that the referrals requested by the providers are processed accurately and in a timely manner.
• Reach out to the provider or scribe in regard to any missing referral information or errors (i.e. No relevant dx codes to the referral, no updated notes in regard to the referral, clarification of the request by the provider.)
• Obtain authorizations from the insurance companies. (includes filling out and faxing additional forms to obtain outofnetwork authorizations)
• Obtaining additional forms from the providers when specific referrals are requested ( sleep study forms, concussion clinic forms)
• Ensure all referral faxes are sent successfully and collect all confirmation sheets.
• Distribute incoming faxes to the appropriate team member or department.
• Reach out to specialists to obtain information such as accepted insurance and availability to get more options to send referrals to.
• Ensure referrals are filed in an organized manner so they can be easily found and pulled if needed.
• Log processed referrals to keep track of which ones have been processed and a daily count.
• Respond to messages from OP and patient portal.
• Check and respond to voicemails left in personal voicemail box, referrals team voicemail box and Patient Liaison voicemail box. Performs other related duties as assigned by management.

QUALIFICATIONS

• Commitment to excellence and high standards
• Excellent written and oral communication skills
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
• Acute attention to detail
• Strong organizational, problemsolving, and analytical skills
• Ability to manage priorities and workflow
• Excellent customer service skills
• Ability to understand and follow written and verbal instructions.
• Professional appearance and demeanor
• Ability to effectively communicate with people at all levels and from various backgrounds.
• Bilingual skills a plus.

Competencies

• TeamworkBalances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
• Customer ServiceManages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Interpersonal SkillsFocuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Oral CommunicationSpeaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions.
• DiversityDemonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassmentfree environment; Builds a diverse workforce.
• EthicsTreats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• ProfessionalismApproaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• AdaptabilityAdapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Attendance/PunctualityIs consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• DependabilityFollows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

Education and Experience

• High school diploma/GED

Preferred Education and Experience

• Medical scheduler: 1 year
• Insurance Verification: 1 year
• MOA Certificate from accredited program

Equal Employment Opportunity

It is the policy of AKP to provide equal employment opportunity to all employees and applicants for employment and not to discriminate on any basis prohibited by law, including race, color, sex, age, religion, ancestry, national origin, marital status, veteran status, or other legally protected group status. It is our intent and desire that equal employment opportunities will be provided in employment, recruitment, selection compensation, benefits, promotion, demotion, layoff, termination and all other terms and conditions of employment. AKP is committed to this policy and its enforcement

Work Environment

This job operates in a professional medical office environment. This job also operates in a fast paced, highly customer service environment, working with Children and Family/ Guardian’s. This role routinely uses standard office equipment such as laptop computers and smartphones as well as medical equipment.

Physical Demands

While performing the duties and responsibilities of office manager, you will be required to stand, walk or sit for long hours. The employee must be able to occasionally move or lift at least 20 lbs. The employee must be able to communicate efficiently in front of large or small crowds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.